Executive Assistant

Job Description

• The EA acts as a trusted gatekeeper and a key point of contact between the MD and internal teams, clients, partners, and external stakeholders.
• Success in this role means the MD's time is protected, commitments are met, and the office runs smoothly without their direct involvement.

Key Responsibilities

• Diary & schedule management – Own the MD's calendar end to end: arrange meetings, resolve conflicts, build in preparation and travel time, and ensure the MD is always briefed and on time
• Communications gatekeeping – Screen, prioritise, and respond to calls, emails, and correspondence on the MD's behalf; draft and proofread letters, reports, and presentations to a professional standard
• Meeting coordination – Organise board meetings, leadership sessions, and client engagements: prepare agendas, circulate papers, take accurate minutes, and track action items to completion
• Travel & logistics – Plan and book domestic and international travel, accommodation, visas, and detailed itineraries; handle changes calmly and efficiently when plans shift
• Stakeholder liaison – Serve as a polished and discreet first point of contact for clients, suppliers, and partners, representing the office of the MD with professionalism
• Project & task tracking – Monitor the MD's commitments, deadlines, and follow-ups, proactively chasing colleagues to keep deliverables on schedule
• Expense & document handling – Process expenses, manage confidential files and records, and maintain organised, accessible filing systems
• Event & visitor support – Coordinate logistics for company events, visits, and hospitality; ensure visitors to the MD are received professionally
• Confidentiality – Handle sensitive commercial, financial, and personnel information with absolute discretion at all times

Requirements

• Proven experience typically 3+ years as an Executive Assistant, Personal Assistant, or similar role supporting senior leadership
• Exceptional organisational and time-management skills with the ability to juggle competing priorities
• Excellent written and verbal communication skills and a confident, professional manner
• High proficiency with Microsoft Office Outlook, Word, Excel, PowerPoint and comfort learning new tools
• Strong attention to detail and a proactive, solutions-focused mindset
• Sound judgement, integrity, and the ability to maintain strict confidentiality
• Ability to work independently, anticipate needs, and stay calm under pressure

Desirable:

• Experience within an engineering, controls, manufacturing, or technical industry
• Familiarity with travel-booking and expense-management systems
• Project coordination or office-management experience.